Tips to control meeting access and participation

On this page

Set up calendar access

• Enable "smart" meeting creation
• Add a video meeting to Outlook
• Check when your meeting code expires

Control joining access

• Let anyone in your domain join a video meeting
• Send access details for a meeting
• Bulk admit participants to a meeting

Restrict or end participation

• Mute participants' microphones
• Stop participants from sharing their screen
• Stop participants from sending chat messages
• End a video meeting for everyone

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Set up calendar access

Enable "smart" meeting creation

To give you more control over your information, you can turn on or off Gmail, Chat, and Meet smart features and cross-product data sharing. For example, if you turn on Gmail, Chat, and Meet smart features, events in Gmail are automatically added to your calendar.

Learn how

For Gmail, Chat, and Meet:

1. Go to Gmail.
2. Click Settings See all settings.
3. In the “General” tab, scroll to “Smart features and personalization.”
4. To turn smart features on or off, check or uncheck the box.

For other Google products:

1. Go to Gmail.
2. Click Settings See all settings.
3. In the “General” tab, scroll to “Smart features and personalization in other Google products.”
4. To turn data sharing for other products on or off, check or uncheck the box.
5. Scroll down and click Save Changes.

 

 

Add a video meeting to Outlook

You can quickly add a Google Meet video meeting to a Microsoft Outlook event or email using the Google Meet add-in for Microsoft Outlook. 

Participants can join by clicking the video meeting link in the Outlook event. For meetings organized through a Google Workspace account, users can dial in from a phone using the included number. After the meeting starts, you can invite additional users to the video meeting.

If you use Meet at work or school, you can add participants outside of your organization to the Outlook event or email. Someone from your organization must admit them into the meeting when they request to join.

Learn how

Tip: To make sure you don't join a meeting with an expired code and to better plan for the future meetings you create, check when meeting codes expire. Learn about Google Meet meeting codes.

After you install the add-in, you’ll see a Meet icon  when editing an Outlook email or calendar event.

Add a Meet video meeting:

1. Click the Meet icon .
2. If prompted, sign in with your Google Account (such as Gmail or Google Workspace).

The joining information for the video meeting is added to your email or calendar invitation.

Learn more at the Google Meet Help Center

 

 

Check when your meeting code expires

Google Meet meetings can be scheduled across Google Workspace products, such as Calendar, Chat, Gmail, and more. This means that your unique meeting code and its expiration are based on the product that your meeting is created from.

Most meeting codes expire 365 days after the last use, but there are instances where the meeting code expires instantly once the meeting ends. To make sure you don't join a meeting with an expired code and to better plan for the future meetings you create, check when meeting codes expire.

Learn more at the Google Meet Help Center

Control joining access

Let anyone in your domain join a video meeting

As the meeting organizer, you can set up a meeting to let people in your domain join automatically. Anyone outside your domain must ask to join.

Learn how

From a meeting

1. At the bottom right, click Host controls .
2. Under "Meeting access type", click Trusted.

From a Calendar event

1. Go to calendar.google.com.
2. Open or create an event. If you create an event, add video conferencing.
3. Click Video call options .
4. Under "Meeting access type", click Trusted.
5. Click Save.

Learn more at the Google Meet Help Center

 

 

Send access details for a meeting

To invite people to a meeting you're already in, find details for how to join the meeting by viewing Meeting details. Then send people the details in an email or chat. 

Learn how

1. Join a Meet video meeting.
2. At the bottom right, click the Meeting details   Copy joining info . 
3. Paste the meeting details in an email, chat, or other app.
4. Click Send.

Tip: To open files attached to the calendar event, click Attachments .

Learn how to add attachments to calendar events. 

 

 

Bulk admit participants to a Google Meet meeting

You can bulk admit participants and students into a Google Meet meeting. Only the meeting organizer can see or approve requests to join a meeting. The meeting organizer should stay in the meeting to approve requests.

Learn how

1. When a request to join the meeting appears, click Admit or Deny entry.
2. Click View all when you have multiple participants waiting to join the meeting. Choose an option:
   • Next to the name, click Admit or Deny entry to admit or deny participants one at a time.
   • Click Admit all or Deny all to admit or deny all participants at the same time.

Restrict or end participation

Mute a participant's microphone

If there is feedback or background noise in a video meeting, you may want to mute other participant’s microphones. You can mute one person's microphone. Or for a large meeting you organize, you can mute everyone's microphone. Participants who want to speak can then unmute themselves after they’ve been muted. 

Learn how

Mute a participant's microphone

While you are in the meeting:

• Point to a person’s image > click Mute .
• At the bottom right, click People .
  • Next to a participant's name, click Mute .

Mute all participants

While you are in the meeting:

Important: Host Management must be turned on to Mute all participants.
At the bottom right, click People   Mute all .

 

 

Stop participants from sharing their screen

As a meeting host, you can prevent participants from sharing their screen during a meeting.

Learn how

Turn screen share on or off

1. Join a Meet video meeting.
2. At the bottom right, click Host controls .
3. From the side panel that opens, toggle Share their screen on or off.

 

 

Stop participants from sending chat messages

As a meeting host, you can prevent participants from sending chat messages during a meeting.

Learn how

Meeting hosts can stop participants from sending chat messages. Participants can still read the messages.

If you turn chat messages off in recurring meetings or meetings that use the same meeting code, the setting is saved for the next scheduled meeting. If you turn chat messages off in a one-time, nicknamed, or instant meeting, the chat message setting turns on after the meeting ends. 

Turn chat messages on or off

1. Join a Meet video meeting.
2. At the bottom right, click Host controls .
3. From the side panel that opens, toggle Send chat messages on or off.

 

 

End a video meeting for everyone

Meeting hosts can end the meeting for everyone on a video call. "End meeting for all" ends the meeting and automatically removes all participants from the meeting, so that the hosts don’t have to remove participants manually. 

Learn how

1. On the bottom, click Leave call .
2. On the window that appears, click End meeting for all.
3. To leave the meeting but not end it for everyone, click Leave meeting.

Tip: End meeting for all will also end any open breakout rooms. If there are a lot of Breakout rooms open, the main room will end first and all other Breakout rooms may take up to a few minutes to end. 

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